How can Microsoft 365 help you in your Qualiopi process?
As of January1, 2022, "Qualiopi" certification will be a mandatory prerequisite for training organizations wishing to receive public or mutualized funds.
The aim of Qualiopi certification is to validate the quality of the skills development process. The Qualiopi audit is based on 7 criteria containing indicators (32 in total). It is a moment that must be prepared in advance. If you have not yet started, it is not too late. Let's see how Microsoft 365 tools can help you, at least partially, to meet these criteria.
Beware, Microsoft 365 is not the magic all-in-one solution to obtain Qualiopicertification. It does not meet all the indicators of the standard either! The idea is to make the best use of the suite's capabilities to meet a maximum number of indicators.
Criterion 1: Information for the public on services, access times, results obtained
Indicator 2 of the Qualiopi standard requires the service provider to disseminate results indicators that are adapted to the nature of the services provided and the populations served.
For this, it is essential to collect information on past training: satisfaction rate, number of participants ... Two tools from Microsoft 365 can be interesting to generate evidence of this indicator.
At first, Forms can allow you to easily collect these "result indicators". How can you do this? You can make available trainees from forms (via a QR Code displayed in your training material at the end of the course, for example).
Secondly, once you have collected this information, the idea is to structure it in tables. This will allow you to display them in the form of graphs to make them available to the public. Theideal tool for this is Power BI. It will allow you to create interactive reports that display the data you want to make available. You can integrate them on your website for example.
NB: the same tools can also help in complying withindicator 3: informing about the rates of obtaining the certifications prepared, the possibilities of validating one or more blocks of competences, as well as about equivalences, gateways, follow-up courses and job opportunities.
Criterion 2 : precise identification of the objectives of the services when designing the actions
In order to check offindicator 5 of the Qualiopi standard: The service provider defines the operational and assessable objectives of the service, it may be interesting to use SharePoint.
Indeed, a SharePoint library will allow you to provide document templates. For example, you can create practice sheets that define the objectives of each training. SharePoint will allow you to store and have a history of the content of these practical sheets. It also allows you to share them with your audience.
NB: SharePoint can also be used to store/share the resources requested inindicator 6: The service provider establishes the content and implementation methods of the service, adapted to the defined objectives and the beneficiary public.Indicator 7: The service provider ensures that the content of the service is appropriate for the requirements of the targeted certification.
Concerningindicator 8: The service provider determines the procedures for positioning and evaluating learning at the beginning of the service. Forms can be used to provide the public with quizzes, MCQs, etc. This makes it possible to determine if the level of the trainees is adapted to the targeted training.
Criterion 3: Adaptation of services and reception, support, follow-up and evaluation methods to the beneficiary public
As with the previous criterion, SharePoint can be used to store/share information on the progress of training courses forindicator 9: The provider informs the beneficiaries of the conditions under which the service is provided.
Forindicator 11: The service provider evaluates whether the beneficiaries have achieved the objectives of the service. The most appropriate tool is Forms, which provides evaluation forms to the audience at the end of the training. Here again, it is interesting to combine data from questionnaires with reporting tools such as Power BI.
SharePoint can also help to validateindicator 16: When the provider implements training leading to a professional certification, it ensures that the conditions of presentation of the beneficiaries to the certification respect the formal requirements of the certification authority. You can upload the various supporting documents to be provided to the certification authority in a Sharepoint site. This ensures easy access and content historization.
Criterion 4 : adequacy of the pedagogical, technical and supervisory means for the implementation of the actions
Indicator 17 of the Qualiopi standard: The service provider provides or ensures the provision of appropriate human and technical resources and an appropriate environment (conditions, premises, equipment, technical platforms, etc.). It concerns the logistics associated with the organization of the training. Two tools can help you with this. You can use Sharepoint to store and share CVs and methodological supports (human resources). The Covid-19 context has also highlighted the possibilities of distance learning. Teams allows to manage just this kind of sessions. In a Teams meeting, it is possible to create rooms. This allows you to separate the trainees into several working groups. This is an option that will be very useful when it comes to moving from theory to practice.
Concerning all the elements requested forindicator 18: The provider mobilizes and coordinates the various internal and/or external stakeholders (educational, administrative, logistical, commercial, etc.). You can store them in a dedicated SharePoint site.
The same is true for the resources inindicator 19: The provider makes educational resources available to the beneficiary and allows the latter to appropriate them.
Criterion 5 : Qualification and professionalization of the personnel in charge of the services
For theindicator 21 from Qualiopi standard : The service provider determines, mobilizes and evaluates the skills of the various internal and/or external participants, adapted to the services. You need a tool that allows you to track the skills of your teams. This can be done through (historical) documents. These can be CVs, diplomas and certifications, or skills development plans. You can store and organize these documents in SharePoint.
L'indicator 22 : The provider maintains and develops the skills of its employees, adapted to the services it provides is in my opinion an extension of 21. Indeed, you can also store / historicize Staff competency plans with other associated documents (e.g., resumes and certifications).
Criterion 6 : The provider's involvement in its socio-economic environment
Indicator 24 requires that the service provider monitor the evolution of skills, professions and jobs in its sectors of intervention and use the lessons learned. SharePoint and/or Teams are supports for exchange, storage and presentation. They are perfect for the different elements of monitoring or the evidence of participation in different fairs, conferences, Meetup ...
Indicator 25: The service provider monitors pedagogical and technological innovations that allow for the development of its services and makes use of the lessons learned. It can be based on the same tools because it is very similar to 24.
Concerningindicator 27: When the service provider uses subcontractors or freelancers, it ensures compliance with this standard. With SharePoint, you can store the various supporting documents that demonstrate the compliance of subcontractors with the standard.
Criterion 7 : Implementation of an improvement process through the processing of assessments and complaints
The collection of the various assessments requested by theindicator 30 can be done via Forms (The service provider collects feedback from stakeholders: beneficiaries, funders, educational teams and companies involved).
It can also be interesting to implement a dunning mechanism based on Power Automate. This allows you to consolidate this data collection into one or more Power BI reports.
Concerningindicator 31: The service provider implements procedures for dealing with difficulties encountered by stakeholders, complaints expressed by them, and unforeseen events that occur during the service. The difficulties encountered can be entered using a Forms form. Coupled with Power Automate, this makes it possible to manage the notifications and to follow the processing of the requests.
Forindicator 32: The provider implements improvement measures based on the analysis of assessments and complaints. Complaints can also be monitored using Power BI reporting, which will make it easy to identify the causes of difficulties.
In conclusion: Microsoft 365 can help you in your Qualiopi approach
Finally, for Qualiopi as for the rest of your activities, it is interesting to use Power Automate in addition to SharePoint. This will allow you toautomate manual and repetitive tasks that can generate errors.
In the case of Qualiopi, the creation of directories associated with the various planned training sessions can easily be automated. For example, you create a new course in a SharePoint list. At that moment, a folder tree in a SharePoint library is also created.
As you can see, Microsoft 365 is not your ticket to Qualiopi certification. On the other hand, you can exploit the full potential of the suite. I am thinking in particular of the interconnection allowed by its tools. It will help you to improve your quality approach and therefore to validate a good number of Qualiopi indicators.